Annual Meeting Coordination – NSF OISE
National Science Foundation, Office of International Science and Engineering
– 2011 –
The National Science Foundation’s (NSF’s) Partnerships for International Research and Education (PIRE) program needed assistance with logistics support for the PIRE Principal Investigators Meeting. This is an annual meeting of the 50 grantees of awarded projects. The meeting is designed to allow the grantees to share strategies and learn from each other as well as strengthen international research and education collaboration. The meeting was comprised of Principal Investigators, Co-Principal Investigators, and Administrators of the grants. This is the first time that NSF used a contractor; all this work was previously done by NSF staff.
In late 2010, NCC was contracted to provide meeting support to include the following:
- Site selection and contract negotiations;
- Secure meeting space and hotel guest rooms;
- Logistics coordination;
- Development of meeting website;
- Creation of registration database and online form;
- Development of registration fee for participants;
- Meeting promotions and communications with participants;
- Development and reproduction of meeting materials;
- Travel support for up to 15 invited guests traveling from locations throughout the United States;
- On-site meeting support and registration services; and
- Distribution of participant reimbursements.
NCC developed a timeline to track the deliverables and created a project schedule for all of the tasks involved. Prior to the event, audiovisual equipment was secured to include LCD projectors, screens, and microphones in each room. All equipment was set up, tested and operational before each meeting. The NCC team provided on-site support to include registration and logistics support beginning on Monday, 2/14/11 through Wednesday, February 2/16/11. All meeting-related tasks were completed early, where possible, or on time.
The client was very pleased with the overall outcome of the meeting. NCC negotiated with an outside audio visual provider in order to offer the client a substantial savings over the typical charges associated with using the in-house audio visual provider at a hotel. Following the meeting, participants were given an evaluation and NSF received favorable comments on the level of professionalism that was brought to the meeting by having a contractor present. It also allowed the NSF employees to concentrate on the program and have more interaction with the participant than in years past.